Instance ManagementApproval Workflows

Approval Requests

View, approve, reject, and withdraw approval requests.

Overview

The Approval Requests screen allows you to view all submitted requests along with their details and track their statuses. It also enables you to approve, reject, and withdraw requests.

The visibility of particular actions available on the screen depends on the role you have.

Approval Requests Screen

The Approval Requests screen comprises the following elements:

  • The Refresh button - click it to check if new requests or updates appeared
  • The grid - use it to see a list of all submitted requests. The grid has the following columns:
    • ID - a unique ID that helps to identify a particular request
    • Product area - a name describing from which Fynapse area the requests originate, for example, Accounting Rules Navigator, FDS, etc.
    • Subject - an Entity name for which you want to create a workflow configuration. It is available if FDS is set as the product area. In such a case, the Subject column contains a namespace and the Entity name.
    • Requested on - a date and time when the request was submitted
    • Role - defines by which role the request was submitted:
      • Approver - a user that can approve requests
      • Requestor - a user that can submit requests but cannot approve them

        One user can have both roles assigned, but they cannot approve their requests.

    • Requested by - a name of a user who submitted the request
    • Workflow level - displays information about a number of levels on which a particular request must be reviewed and on which level it is currently on. For example, 2/4 means that there are four levels and the request is currently on the second level.
    • Current approvers - lists all approvers that have not approved the request yet on the current level
    • Status - defines the status of a particular request. It can be:
      • Pending approval - informs that the request waits for approval or rejection
      • Approved - informs that the request was accepted and changes in configuration are implemented
      • Rejected - informs that the request was rejected. The configuration changes will not be implemented.
      • Canceled - informs that the request was withdrawn by the requestor and the changes in configuration will not be implemented
      • Processing - informs that the configuration included in the request is undergoing various checks (to verify if it is correct) and is being applied. This status is displayed from the moment when the request is approved until it is successfully applied.
      • Invalid - informs that the request was approved by the approver but it cannot be applied due to some errors. Details of the errors can be seen in the Error description column.
    • Request description - displays information describing the done changes typed in a comment while submitting the request
    • Updated by - a name of a user who as last performed actions regarding the request
    • Approval/rejection date - a date and time when the request was approved or rejected
    • Approver comment - a comment typed by an approver while approving or rejecting the request
    • Error description - displays a source of an error along with an error message
    • Actions - click the More button to see all available actions that you can perform:
      • Approve - click it if you want to approve the request. This action is available only to users with the approver role and only when the request is on the level to which these users are assigned. After clicking Approve, the action is not available anymore. Additionally, approvers cannot approve their requests.
      • Reject - click it if you want to reject the request. This action is available only to users with the approver role and only when the request is on the level to which these users are assigned. After clicking Reject, the action is not available anymore. Additionally, approvers cannot reject their requests.
      • Withdraw request - click it if the request is not approved yet (has the Pending approval status) because, for example, it contains errors or you need to make more changes. This action is available only for a user who submitted a particular approval request.
      • Changes preview - click it to see a full view of the source screen from which the request originated. There is no option to edit anything on this screen.
      • Download preview - click it to download a data file with changes you want to view before approving or rejecting them. The option for downloading files is available when a product area is set to FDS or Journals. The file has to have one of these statuses Pending approval, Approved, or Rejected.

In addition, you can:

  • Set a column visibility by clicking the three dot icon next to the name of the column, then selecting or clearing a checkbox next to the column name that you want to hide or show, and clicking the Apply button
  • Change the size of columns by dragging the edges of the header cells

Additionally, at the bottom of the screen, you can:

  • See the number of pages that display requests and buttons to navigate between pages
  • See the information which page you are currently viewing and how many pages are available in total
  • Decide how many requests you want to display on one page
  • See how many requests are presented on the page

Tutorials

The example below illustrates submitting changes for approval in Accounting Rules Navigator.

  1. Go to Configuration > Accounting Rules Navigator.
  2. Click the Edit button.
  3. Introduce changes to the configuration.

    You will not be able to edit the changes once you click the Submit button.

  4. Click the Submit button.
  5. When the notification appears, type the mandatory comment and click the Save new version button. You will be informed that your request has been sent.
  6. You can go to the Approval Requests screen to check the status of your request or withdraw it (this is possible until the request has the Pending approval status).
  1. Go to Approval Requests.
  2. In the grid, find the request you want to withdraw.
  3. In the Actions column, click the More button.
  4. Click Withdraw request.
  5. Confirm your action by clicking the Withdraw button. The request will be withdrawn and its status will change to Canceled.
  1. Go to Approval Requests.
  2. In the grid, find the request you want to approve.
  3. In the Actions column, click the More button.
  4. Click Approve. A notification asking you to provide a mandatory comment will be displayed.
  5. Type the comment and click the Approve button. The changes from the approved request will be applied and visible in the relevant product area shortly, and the request status will change to Approved. Once the request is approved, a new version of the configuration will be created and can be seen after clicking the View History button in Accounting Rules Navigator.

    You can also approve the request when you preview changes after clicking More > Changes preview.

  1. Go to Approval Requests.
  2. In the grid, find the request you want to reject.
  3. In the Actions column, click the More button.
  4. Click Reject. A notification asking you to provide a mandatory comment will be displayed.
  5. Type the comment and click the Reject button. The changes from the rejected request will not be applied in the relevant product area, and the request status will change to Rejected.

    You can also reject the request when you preview changes after clicking More > Changes preview.

  1. Go to Approval Requests.
  2. In the grid, find the request you want to preview.
  3. In the Actions column, click the More button.
  4. Click Changes preview. You will be redirected to the source screen where the changes proposed in the request are displayed.
  5. Review the changes.
  6. From the source screen, approve or reject the changes by clicking the appropriate buttons.
  7. To return to the Approval Requests screen, click the Approval Requests breadcrumb.

This option is available when a product area is set to FDS or Journals, and a file has one of the following statuses: Pending approval, Approved, or Rejected.

  1. Go to Approval Requests.
  2. In the grid, find a request that contains the data file you want to preview.
  3. In the Actions column, click the More button.
  4. Click Download preview.
  5. If prompted, choose a location where the file will be saved, or allow the browser to use the default location. The file will be downloaded.

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